Job Information
East House Corporation Experience Ambassador in Rochester, New York
Experience Ambassador
Rochester, NY (http://maps.google.com/maps?q=259+Monroe+Avenue+Rochester+NY+USA+14607)
Job Type
Full-time
Description
Job Type
Full-Time
Position Summary
The Experience Ambassador is the heart of East House’s main office providing a welcoming environment for visitors and team members alike. The incumbent will be responsible for enhancing the overall experience for clients, visitors and employees. In addition to welcoming guests, the Experience Ambassador, embodies East House’s core values with both internal and external stakeholders, fostering a sense of community, and ensuring that guests, staff, the switchboard and general office duties are managed with a focus on detail, kindness, professionalism, and clarity.
Essential Functions:
Reception
Performs office opening and closing duties at the start and end of each workday.
Ensures that MSQ staff utilize daily sign-in book.
Welcomes visitors in a friendly and professional manner; determines guests’ needs and notifies the person(s) being visited.
Maintains confidentiality in the reception area, adhering to HIPAA standards, when announcing visitors or transferring phone calls.
Ensures all visitors sign HIPAA guest book and receive a guest badge while onsite.
Tracks and manages inventory of staff lounge/kitchen and ladies’ room on a monthly basis.
Maintains reception/lobby, conference rooms and other common areas, ensuring the areas remain clean, and orderly, and office supplies are stocked.
Serves as point-of-contact for Facilities team; requests building and housekeeping services as needed.
Ensures that reception video and security technology is functioning properly and notifies Director of Facilities and Property when necessary.
Observes and reports incidents or suspicious activity immediately; responds to emergency situations in a calm, efficient manner, requesting appropriate support as needed, and making appropriate notifications in accordance with operating procedures.
Serves as agency point person with contact lists during emergency evacuation protocols such as fire drills and other emergency situations.
Develops and posts temporary signage regarding agency closings.
Coordinates with supervisor for coverage during time away from desk/absences.
Maintains communication with back-up/support staff regarding pertinent information about the reception area.
Directs potential applicants to company’s website/careers page.
Switchboard Operations
Answers telephone calls promptly and courteously, screening calls as appropriate, and transferring callers to correct East House staff members.
Makes timely reports of errors in the phone system to the appropriate individual.
Relays voicemail messages from main office number to the appropriate staff.
Provides callers with general business overview as needed
Coordination of Agency Correspondence
Prepares and posts all daily outgoing mail.
Maintains postage system and informs appropriate individual of any issues; maintains knowledge of current postal regulations and services.
Receives, dates, and sorts incoming internal and external mail, express envelopes, deliveries, etc.; distributes mail to department mailboxes; informs recipients of express envelopes or deliveries.
Receives and confidentially distributes agency facsimiles in a timely and accurate manner.
Acts as primary contact for Regional Health Information Organization (RHIO) notifications; distributes information in a timely and accurate manner.
Coordination of Agency Donations
Clerical Duties
Assists in the processing of donations to East House including coordination with Chief Advancement Officer (CAO) or Associate Vice President (AVP) of Advancement and data management skills with a focus on complex entry.
Processes, edits, and proofreads Advancement team letters for signing.
Assists with administrative updates in the agency electronic record systems including Program EMR systems and advancement development systems.
Ensures common areas including staff breakroom, restrooms, and coffee stations located throughout office are well stocked; coordinates with Purchasing for supply reorders as needed.
Manages coffee stations in staff breakroom in morning and at close of business.
Coordinates agency vehicle availability and key distribution; immediately notifies teams when keys are not returned appropriately.
Assists agency staff with minor clerical duties including, but not limited to filing, mail collation, typing, proofreading, data entry, facsimile communications, and scheduling of meeting rooms, as needed.
Other
Ensures adherence to regulatory requirements and compliance standards in service areas; adheres to all applicable policies, federal and state laws, and regulations. All duties must be performed in accordance with the East House compliance program.
May perform other duties as assigned by the Associate Vice President of Advancement or Chief Advancement Officer.
Note: This job description may not cover all job duties and is subject to change without notice. Job duties, responsibilities, and/or activities may change at any time with or without notice.
Requirements
Education & Experience
High school diploma or equivalent; Associate’s degree preferred.
2-4 years experience operating a multi-line switchboard and prior direct customer interface.
Minimum of 1-3 years’ customer support or hospitality experience desired.
Equivalent experience in lieu of education may be considered.
Required Skills/Abilities
Exceptional interpersonal skills with demonstrated ability to positively and effectively engage with individuals of diverse backgrounds and experiences.
Warm and welcoming demeanor, capable of assessing circumstances, empathizing with others, and offering assistance.
Possess a strong sense of urgency in resolving any issues that may arise.
Excellent time management skills with exceptional attention to detail and the ability to multi- task and manage multiple priorities with competing deadlines and with accuracy.
Proven track record of being able to work independently and responsibly with little supervision.
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and/or other software applications.
Capacity to comprehend and interpret instructions, short correspondences/memos, and ask clarifying questions to ensure understanding.
Ability to write routine reports and correspondences, calculate figures, such as percentages, and enter data using established applications.
Ability to manage confidential information with discretion and professionalism.
Capable of working flexible schedule based on organizational needs.
Capacity to adapt to changing needs and demands of the organization.
Competencies
Alignment with East House Values: Integrity, Progressive, Humanistic, Collaborative, Optimistic.
Commitment to Diversity, Equity, Inclusion & Belonging: Values and embraces the differences, backgrounds, experiences, and opinions of individuals and groups, and promotes an environment where everyone feels respected and included.
Ensures Accountability:Holds self and others responsible and accountable to meet commitments.
Working Conditions/Work Environment
Traditional office environment. Occasionally subjected to pressure due to time demands. Flexible work schedule which may include morning and/or evening hours. Rare travel to program locations which may not be accessible for individuals with reduced mobility.
Physical Demands
The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, ability to reach above or below shoulders, use hands to type and/or perform light lifting (up to 25 lbs.), and occasional stair-climbing.
EEO StatementEast House encourages diversity in the workplace; we are an Equal Opportunity Employer. Minority/Female/Sexual Orientation/Gender Identity or Expression/Veteran/Disability.
East House is a proud RMAPI (Rochester-Monroe Anti-Poverty Initiative) Level Up Champion for our commitment to social justice and promoting economic mobility in our community.
Salary Description
$19.00-$19.50